Keep each project’s drawings, approvals and photographs in one place, by version.
Project document management keeps drawings, approvals, contracts and site photographs in one place per project, with a version number on each. The newest drawing is obvious, and the old one is still there when somebody needs to prove what was approved. Who may open which folder is decided by you, and not by whoever forwarded it last.
Drawings travel by WhatsApp, and WhatsApp compresses them. There is a Rev C in the architect’s mail, a Rev D somebody sent to the site group, and a print on the wall of the flat that nobody can date. The carpenter uses the print on the wall.
Each project gets one place for its documents. A new version does not overwrite the old one. It sits above it, stamped with the upload date and the uploader’s name. The site opens the project on a phone and gets the current drawing, and not the one that was forwarded fastest.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- A chat group full of drawing attachments
- An email folder per project
- A pen drive carried to site
The problems this is meant to ease.
What project document management does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Look at your folders
You show how projects are filed today. You get a proposed folder layout that follows your office naming.
Import a live project
Documents from a running project are loaded with their revisions. You check that the current ones are marked correctly. Revisions are the usual trap.
Set access rules
You decide what clients, vendors and staff see. Each group gets a test login.
Add the phone routine
Site staff upload photographs and drawings from their phones. The routine is shown on site.
Move the remaining projects
Further projects are brought across in turn. The old chat folders are marked as closed.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Documents with a current version marked
- Drawings sent for approval and not yet returned
- Folders opened by people outside the office
- Site photographs filed against a stage
- Searches that end in a document opened
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Task management
- Project timelines with Gantt charts
- Client portal
- Contract management
Products that include it.
How we would put it in.
Questions owners ask about project document management.
Is Google Drive not enough?
For a small studio it often is, and you should not pay for more. Drive gives up when a drawing needs a formal approval, when vendors must see one folder only, or when nobody can say which revision went to site.
Will drawings open properly on a phone?
PDFs do, and that is what site people open. Heavy CAD files download to a laptop instead, which is where they were going to be opened anyway.
Can we stop a vendor seeing our rates?
Yes. Access is set per folder and per person, so a fabricator sees their own drawings and nothing about what the client is paying.
Where do the files actually live?
On cloud storage we set up for you, backed up, with the account in your name. If you leave us, the files stay yours. Our interior design system keeps a design library and client approvals against each project in the same way.
What drives the price of project document management?
The count of projects, users and the volume of files drive it. Client portal access and links to tasks add effort. The price of project Document Management follows what you include, and the quotation shows each inclusion separately. Scope sets the figure.
How long does it take to get projects filed?
How tidy your present folders are decides it. A release with a project’s folders, versions and access can come early. You supply the documents and the access rules, and the proposal lists dates.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle project document management today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements